Administrative Assistant

Talentify; Port Reading (NJ); On-site; USD 63,000 - 66,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k) plan

Paid time off

Job summary

Equitable is seeking an Administrative Assistant in Woodbridge NJ to support executives, coordinate calendars, recruit activities, and manage travel and client onboarding. The role emphasizes high service levels, process efficiency, and confidentiality in a fast-paced, client-focused environment.

You will handle document workflows, prepare executive materials, and assist with diverse operational initiatives impacting internal teams and client experiences.

Qualifications

• Bachelor’s degree required.
• 4+ years of administrative support experience; financial services industry experience preferred.
• Advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Word.
• Excellent written and verbal communication skills with the ability to interact effectively across all levels of the organization.
• Demonstrated ability to guide individuals through processes and provide outstanding service and support.
• Strong analytical and critical thinking skills with an aptitude for identifying solutions and improving processes.
• Highly organized with exceptional time management skills and the ability to manage multiple competing priorities.
• Results-oriented professional with a proven ability to meet deadlines in a fast-paced environment.
• Strong interpersonal skills, sound judgment, and a high degree of professionalism and maturity.
• Quick learner with the ability to adapt to changing priorities and implement new processes effectively.
• Ability to independently resolve issues, manage conflicts, and exercise discretion in decision-making.
• Strong commitment to maintaining confidentiality and handling sensitive information appropriately.

Responsibilities

• Manage calendar scheduling and coordination for executives, advisors, and internal stakeholders.
• Serve as a liaison for advisors and employees, assisting with issue escalation and resolution.
• Prepare meeting agendas, presentations, and other executive-level materials using PowerPoint and Microsoft Office tools.
• Support recruiting and onboarding initiatives by sourcing candidates, coordinating interviews, and facilitating the hiring process.
• Coordinate domestic and international travel arrangements and manage executive expense reporting and reimbursement submissions.
• Administer electronic signature requests and document workflows through the Adobe Sign platform.
• Assist with client onboarding, ongoing client service requests, and the documentation and tracking of client complaints.
• Support office operations and contribute to special projects and business initiatives as needed.

Skills

Accuracy and Attention to Detail

Effective Communications

Interpersonal Relationships

Managing Multiple Priorities

Office Administration

Problem Solving

Time Management

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

About the Role

At Equitable, we help clients secure their financial well-being so they can pursue long and fulfilling lives - a mission we’ve honed since 1859.

We are seeking a highly organized, service-driven Administrative Assistant to join our team in Woodbridge NJ. This is an exciting opportunity to play a pivotal role in delivering an exceptional experience to both our clients and internal teams.

In this role, you will be at the center of daily operation driving efficiency, supporting critical business processes, and ensuring our office environment reflects the professionalism and excellence of the Equitable brand. If you thrive in a fast-paced, people-focused environment and enjoy balancing operational execution with coordination and communication, we want to hear from you.

[Onsite] - This role requires full-time, in-office presence Monday through Friday, aligning with core hours (8:00 AM–5:00 PM EST) to ensure consistent, real-time support and a high-quality customer experience.

What You’ll Be Doing

• Manage calendar scheduling and coordination for executives, advisors, and internal stakeholders.
• Serve as a liaison for advisors and employees, assisting with issue escalation and resolution.
• Prepare meeting agendas, presentations, and other executive-level materials using PowerPoint and Microsoft Office tools.
• Support recruiting and onboarding initiatives by sourcing candidates, coordinating interviews, and facilitating the hiring process.
• Coordinate domestic and international travel arrangements and manage executive expense reporting and reimbursement submissions.
• Administer electronic signature requests and document workflows through the Adobe Sign platform.
• Assist with client onboarding, ongoing client service requests, and the documentation and tracking of client complaints.
• Support office operations and contribute to special projects and business initiatives as needed.

The base salary range for this position is $63,000--$66,000. Actual base salaries vary based on skills, experience, and geographical location. In addition to base pay, Equitable provides compensation to reward performance with base salary increases, spot bonuses, and short-term incentive compensation opportunities. Eligibility for these programs depends on level and functional area of responsibility.

For eligible employees, Equitable provides a full range of benefits. This includes medical, dental, vision, a 401(k) plan, and paid time off. For detailed descriptions of these benefits, please reference the link below.

Equitable Pay and Benefits: Equitable Total Rewards Program

What You Will Bring

• Bachelor’s degree required.
• 4+ years of administrative support experience; financial services industry experience preferred.
• Advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Word.
• Excellent written and verbal communication skills with the ability to interact effectively across all levels of the organization.
• Demonstrated ability to guide individuals through processes and provide outstanding service and support.
• Strong analytical and critical thinking skills with an aptitude for identifying solutions and improving processes.
• Highly organized with exceptional time management skills and the ability to manage multiple competing priorities.
• Results-oriented professional with a proven ability to meet deadlines in a fast-paced environment.
• Strong interpersonal skills, sound judgment, and a high degree of professionalism and maturity.
• Quick learner with the ability to adapt to changing priorities and implement new processes effectively.
• Ability to independently resolve issues, manage conflicts, and exercise discretion in decision-making.
• Strong commitment to maintaining confidentiality and handling sensitive information appropriately.

Skills

Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.

Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.

Interpersonal Relationships: Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner.

Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.

Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.

About Equitable

At Equitable, we’re a team committed to helping our clients secure their financial well-being so that they can pursue long and fulfilling lives.

We turn challenges into opportunities by thinking, working, and leading differently – where everyone is a leader. We encourage every employee to leverage their unique talents to become a force for good at Equitable and in their local communities.

We are continuously investing in our people by offering growth, internal mobility, comprehensive compensation and benefits to support overall well-being, flexibility, and a culture of collaboration and teamwork.

We are looking for talented, dedicated, purposeful people who want to make an impact. Join Equitable and pursue a career with purpose.

Equitable is committed to providing equal employment opportunities to our employees, applicants and candidates based on individual qualifications, without regard to race, color, religion, gender, gender identity and expression, age, national origin, mental or physical disabilities, sexual orientation, veteran status, genetic information or any other class protected by federal, state and local laws.

NOTE: Equitable participates in the E-Verify program.

If reasonable accommodation is needed to participate in the job application or interview process or to perform the essential job functions of this position, please contact Human Resources at [phone] or email us at [e-mail].